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Time Tracking

The One Projects includes full time tracking built directly into the project context. Every hour logged against a task is associated with a project, milestone, and billing status — so time flows cleanly from work done to client billing through PSA.

Logging Time​

From a Task​

  1. Open a task on the Board
  2. Click the Log Time button
  3. Fill in the time entry form:
FieldDescription
HoursRequired. Decimal format (e.g., 1.5 for 1 hour 30 minutes).
DateThe date the work was performed. Defaults to today.
DescriptionWhat you did during this time. Appears in PSA time entry exports.
BillableToggle on/off. Billable hours count toward project budget actuals.
Billing RateYour hourly rate for this entry. Defaults to the rate set on your user profile or the project's billing rate.
  1. Click Save Entry

From the Time Entries Page​

The Time Entries page in the left sidebar lets you log time without navigating to a specific task:

  1. Click Log Time
  2. Select the project
  3. Optionally select a task and/or milestone
  4. Fill in hours, date, description, and billable status
  5. Save

From the Project Time Tab​

Open a project → Time tab → Log Time button. Pre-fills the project context.

Billable vs. Non-Billable​

TypeBehavior
BillableCounts toward project budget actuals; can be exported to PSA for invoicing
Non-BillableLogged for internal tracking only; excluded from budget actuals and PSA export

Set the Billing Rate on billable entries. The billing amount is calculated as:

billing_amount = hours × billing_rate

This amount accumulates in the project's Actual Cost field and is compared against the project budget.

Time Approval Workflow​

If your org uses time approval, managers must review and approve time entries before they can be exported to PSA.

To approve entries as a manager:

  1. Go to Time Entries in the left sidebar
  2. Filter by Approval Status: Pending Approval
  3. Review each entry
  4. Click Approve (or Reject with a note)

Status flow:

Pending → Approved → Exported to PSA
                ↘ Rejected (returned to contributor for correction)
ℹ️

Only users with the Manager, Admin, or Owner role on a project can approve that project's time entries.

Exporting Time to PSA​

Once approved, billable time entries can be exported to The One PSA for invoicing:

  1. Go to the project's Time tab
  2. Filter to Approved, Not Exported entries
  3. Select the entries to export
  4. Click Export to PSA

After export:

  • Each entry's exported_to_psa flag is set to true
  • The PSA time entry ID is stored on the record (psa_time_entry_id)
  • Exported entries are locked from editing in Projects
⚠️

Exported entries cannot be edited in Projects. If a correction is needed after export, make the change in PSA directly and update the Projects record via the PSA integration.

Time Entry Summary​

The Time Entries page shows a summary bar with:

  • Total hours logged (this week / this month / all time)
  • Billable vs. non-billable breakdown
  • Total billing amount for billable hours

Filter by project, user, date range, or billable status to slice the data.

Weekly Timesheet View​

The Time Entries page includes a weekly calendar view that shows all your time entries by day, making it easy to spot gaps in your time log for the week.

Time Reports by Project​

Each project's Time tab shows:

  • All time entries for this project, sorted by date
  • Total hours and billing amount
  • Per-user breakdown
  • Approved vs. pending vs. exported status

Tips​

  • Log time daily — Batching at the end of the week reduces description quality and accuracy
  • Use descriptions — PSA invoice line items are generated from the time entry description; vague entries create vague invoices
  • Set billing rates correctly — The billing rate on a time entry overrides the project rate; set the correct rate when you log, not after
  • Separate billable from internal — Use non-billable for things like internal planning, admin, and training so your billable hours accurately reflect client work